Office Manager

2 weeks ago

San Antonio, Texas, United States University of Texas Health Science Center San Antonio Full time

Job Summary:

Manages administrative activities and procedures to ensure staff, equipment, supplies, and other resources are used effectively and economically. Supports department leaders to carry out office administration policies, programs, and activities that minimize disruptions to normal operations.Assist with financial reporting and analysis of department. Responsible for faculty schedules.

Job Duties:

  • Organizes and directs office services and day-to-day operations and procedures to include bookkeeping, preparation of reports, coordinating medical staff appointments, mail and messenger services, records management, facilities management, and other administrative/clerical services as assigned.
  • Prepares monthly financial statements, reports and records by collecting, analyzing and summarizing account information.
  • Analyze and create periodic variance reports.
  • Researches, evaluates, and recommends office supplies and equipment purchases to minimize costs and meet department's operational needs.
  • Coordinates and completes related human resources activities for recruitment and hiring of new faculty and staff.
  • Oversees reporting of automated and manual time card transactions.
  • Provides human resources support for department(s) or designated area(s) and acts as departmental liaison to Payroll, Human Resources, Finance, Business Ops, IT, and clinical operations.
  • Manage and update Q-Genda.
  • Assists with preparation and development of the annual budget.
  • Assist with the preparation of annual, grant, capital budget/planning and contract budget proposals.
  • Maintains and coordinates personnel record keeping and transactions for the department including staff recruitment, appointments, status changes, special leave requests, terminations, attendance records and department performance evaluations.
  • Manages and coordinates the activities of office personnel by determining work procedures and assigning duties.
  • Reviews work for exactness, neatness, and conformance to policies.
  • Serves as a liaison between staff and departments to coordinate and provide overall continuity of staff activities.
  • Performs all other duties as assigned.

Education:

Bachelor's degree required is required.

Experience:

Five (5) years administrative experience is required.

Experience with Q-Genda preferred.

Experience with VIP report and/or variance analysis report.

Advanced Excel skills preferred.

Additional Licenses and Certifications:

None.

Supervisory Requirements:

Has the authority to direct the work of others, hire or fire employees, or provide recommendations as to the hiring, firing, advancement, promotion or any other change of status of other employee.

Additional Information


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